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Item C07BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: January 21, 2004 Division: Public Works Bulk Item: Yes X No Department: Engineering,/Construction Management AGENDA ITEM WORDING: Approval to waive Purchasing Policies and Procedures and issue a Purchase Order to Evans Environmental and Geosciences in the amount of $32,487.00. ITEM BACKGROUND: On 9/18/02 the BOCC approved demolition of the Public Service Building on Stock Island. Part of the project involved asbestos removal and disposal. Evans Environmental provided a quotation for consulting & air monitoring services and since they are a SNAPS vendor, a purchase order was issued. Staff was under the impression that Evans Environmental being a SNAPS vendor would allow the purchase order to be issued; however, purchase orders over $25,000 are not permitted under SNAPS and PO # 239447 has been voided. PREVIOUS RELEVANT BOCC ACTION: N/A CONTRACT AGREEMENT CHANGES: N/A STAFF RECOMMENDATION: Approval as stated above. TOTAL COST: $32,487.00 BUDGETED: Yes X NO Cost to County: same SOURCE OF FUNDS: infrastructure 24003-530340 REVENUE PRODUCING: YES NO X AMOUNT PER MONTH YEAR .x-rnv v D Y : -COUnty At OMB/Purchasing sk an ment Item Prepa d by: o struction g Da o pel, P.F, County Engineer DIVISION DIRECTOR APPROVAL: l i 0, Dent Pierce, Division Director DOCUMENTATION: Included x To follow Not required DISPOSITION: AGENDA ITEM # CO • Revised 1/03 A111sea FROM :EE&G MIAMI—ASBESTOS FAX NO. :305-374-1666 Jun. 26 2003 01:38PM P2 EEbG Evans Environmental & Geosciences June 27, 2003 Proposal No. 2003-1053-02 MONROE COUNTY 01MUCIION MMIMEMIENT 2003 Ms. Stephanie Coffer Monroe County Board of County Commissioners Engineering Department 1100 Simonton Street Key West, Florida 33040 14505 Commerce Wey, Suite 400 Miami Lakes, Florida 33016 (306)374-6300 (305) 374-9004 Fox Subject: Proposal for Cost Proposal for Asbestos Consulting & Air Monitoring Services Former Monroe County Public Services Building (MCPSB) 5200 Junior College Road Florida Y.�se�Ke�r, pear Ms. Coffer: Evans Environmental & Geosciences (EE&G) is pleased to provide MCBCC with this proposal for the subject work. EE&G's Statement of Services and Fee Estimate are presented below: STATEMENT OF SERVICES EE&G will provide air monitoring and asbestos consulting services to MCBCC during the pre - demolition abatement of friable/nonfriable ACMs at the above -referenced complex. Task 1: Scope of Work/Bid Assistance An EE&G Certified Abatement Designer will conduct a teleconferences, on -site pre -solicitation meetings (June 10) and will distribute a Scope of Work/Specifications to MCBCC for relaying to qualified abatement contractors. Other duties may include senior project management and pre - construction meetings/teleconferences prior to start of abatement in July 2003. Task 2 - Work in Prociress/Final Air.. Clearance Air Monitoring EE&G environmental technician will perform on -site project management while the contractor is onsite preparing and removing ACM. Air samples will be collected before, during and after removal of ACMs. Air samples will be collected and analyzed onsite using Phase Contrast Microscopy (PCM). EE&G's duties will include the collection and analysis of as many PCM samples necessary to complete work. Other duties include in -office project management and periocLic site visits by a senior project manager and/or licensed asbestos consultant. While onsite, EE&6 shall confirm quantities of ACMs/LCMs for any alternates or change orders. PCM Final Air Clearance testing shall also be conducted in ACM enclosure/work areas and demobilization shall qe superyised. PSBAIRPF90P0627.D0C 1 of 3 'FROM :EE&G M I AM I -ASBESTOS FAX NO. :305-374-1666 Jun. 26 2003 01:39PM P3 Ms. Stephanie Coffer June 27, 2003 Page 2 Task 3: Closeout Package An EE&G senior project manager will compose a "Letter of Completion" as necessary to facilitate completion of the project and a final report based on the data collected during removal of the ACM. The final report Will include: • A descriptive narrative of the abatement project. • Technician field notes. • Printed data sheets. • Photographic documentation. • Contractor post -job submittals. The report will be reviewed, signed, and sealed by a Florida licensed Asbestos Consultant. The fee includes all administrative overhead costs for one original and four copies of the report. FEE ESTIMATE Presented below is EE&G's fee estimate for completion of the proposed work. All rates are based on the FY 2002-3 "State Negotiated Agreement Price Schedule" (SNAPS IV) provided as an Attachment A. Task 1: Bid Assistance/Meeting June 10 Project Professional (inoffice/travel/onsite) (8 hrs 0 $68/hr)............................................. $544.00 Licensed Asbestos Consultant review (1 hour ® $95/hr)................................................... $ 95.00 Clerical/Admin (1 hour ® $30/hour)................................................................................... $ 30.00 Work Truck (350 miles RT x $0.50).................................................................................... $175.00 SubtotalTask 1..................................................................................................................$844,00 Task 2: Work in Progress Air Monitoring Env. Technician (max 12hrs/shift @$44/hr).................................................................... $528.00 Project Professional (in -office) (.75 hr @ $68/hr)................................................................. $51.00 PCM sample analysis (max. 7 samples ® $10/sample)...................................................... $70.00 Clerical/Data Entry (.5 hour ® $30/hour)............................................................................... $15.00 Hotel&Per Diem @ $50....................................................................................... ...... Est. $135.00 Subtotal Task 2 per 12-hour shift ....................... ............................................................... $799.00 Subtotal Task 2 based on max 38 shifts.................................................................... $30,362.00 Add tech mobilization ehrs RT @ $44................................................................................ $352.00 Work Truck (350 miles RT x $0.50).................................................................................. 175.00 NTE $30,889.00 Task 3: Closeout Packege Project Professional report prep (8 hours @ $68/hr).......................................................... $544.00 Licensed Asbestos Consultant review (2 hours@ $95/hr)........ ......................................... $180.00 Clerical/Admin (1 hour ® $30/hour)..................................................................................... $ 30.00 Other Direct Charges (copying, hp otos, phone, fax, shipping, etc.)(5% of labor) .............. Inclyclad SubtotalTask 3................................................................................................................... $754,00 TOTAL PROJECT ESTIMATE for max 38 day sch, edAil ..........,,:......................:.....$32,487.00 -72 D FROM :EE&G MIAMI-ASBESTOS Ms. Stephanie Coffer June 27, 2003 Page 3 FAX NO. :305-374-1666 Jun. 26 2003 01:39PM F EE&G's total estimated fee for completion of the proposed work Is not to exceed $32,487.00 (based on max 38 days, including two half/day mobilizations). This fee estimate is expected to be sufficient to accomplish the Statement of Services described; however, no guarantee is made or implied. MCBBC shall only be billed for actual hours on -site, which may be up to 12 hours/day due to an aggressive schedule. There Is no extra charge for weekend or night shift work; EE&G shall coordinate its staffing to hopefully minimize overtime, but experienced technicians shall be staffed in lieu of lower paid, less experienced technicians. EE&G appreciates the opportunity to assist MC613C. Please call me if you have any questions regarding this proposal. 9 Project Prof Certified Ab EE&G RDG:rg/dc Designer PS13AIRPROPOG27,DOC 3 of 3 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: January 21, 2004 Division: Public Works Bulk Item: Yes X No Department: En 'ngi eering/Construction Mana eg ment AGENDA ITEM WORDING: Request for Approval of Purchase Order for SNAPS 11 vendor exceeding Category 11 ($25,000.00) limit for Evans Environmental and Geoscience. ITEM BACKGROUND: The SNAPS II — State Negotiated Agreement Price Schedules Program allows vendors to offer their commodities or services that are not in conflict with an existing State Term Contract to potential public purchasers. Agencies may issue single purchase orders up to Category II ($25,000.00) from any single vendor during an agreement year. Evans Environmental and Geoscience handles asbestos consulting & air monitoring services for the Public Service Building on Stock Island. PREVIOUS RELEVANT BOCC ACTION: On 9/18/02 the BOCC approved demolition of the Public Service Building on Stock Island. CONTRACT AGREEMENT CHANGES: N/A STAFF RECOMMENDATION: Approval as stated above. TOTAL COST: $32,487.00 BUDGETED: Yes X NO Cost to County: same SOURCE OF FUNDS: infrastructure 24003-530340 REVENUE PRODUCINQ YES, —'`NO X AMOUNT PER MONTH YEAR APPRO ED BY: County 1 OMB/Purchasing Risk a ent Item Prepare Stephanie Co er, Construction Manager David .. Koppel, P.E., County Engineer DIVISION DIRECTOR APPROVAL: Dent Pierce, Division Director DOCUMENTATION: Included To follow Not required �I n DISPOSITION: AGENDA ITEM # e/ Revised 1/03 FROM :EE&G MIAMI—ASBESTOS FAX NO. :305-374-1666 Jun. 26 2003 01:38PM P2 EEbG Evans Environmental & Gooselences June 27, 2003 Proposal No. 2003-1053-02 MONROE COMP CONMUCHON MM MEMW 2003 11M RM61 n__ Ms. Stephanie Coffer Monroe County Board of County Commissioners Engineering Department 1100 Simonton Street Key West, Florida 33040 14505 Commerce Way, Suite 400 Miami Laker, Florida 33016 (306)374-8300 (305) 3744004 Fax Subject; Proposal for Cost Proposal for Asbestos Consulting & Air Monitoring Services Former Monroe County Public Services Building (MCPSB) 5200 Junior College Road Florida K CqW I.st Dear Ms. Coffer: Evans Environmental & Geosciences (EE&G) is pleased to provide MCBCC with this proposal for the subject work. EE&G's Statement of Services and Fee Estimate are presented below: STATEMENT OF SERVICES EE&G will provide air monitoring and asbestos consulting services to MCBCC during the pre - demolition abatement of friable/nonfriable ACMs at the above -referenced complex. Task 1; Scope of Worktold_Assistance An EE&G Certified Abatement Designer will conduct a. teleconferences, on -site pre -solicitation meetings (June 10) and will distribute a Scope of Work/Specificatlons to MCBCC for relaying to qualified abatement contractors. Other duties may include senior project management and pre - construction meetings/teleconferences prior to start of abatement in July 2003. Task - Work, in Progress/Final Air Clearance Air Moniitorina EE&G environmental technician will perform on -site project management while the contractor is onsite preparing and removing ACM. Air samples will be collected before, during and after removal of ACMs. Air samples will be collected and analyzed onsite using Phase Contrast Microscopy (PCM). EE&G's duties will include the collection and analysis of as many PCM samples necessary to complete work. Other duties include in -office project management and periodic site visits by a senior project manager and/or licensed asbestos consultant. While onsite, EE&G shall confirm quantities of ACMs/LCMs for any alternates or change orders. PCM Final Air Clearance testing shall also be conducted in ACM enclosure/work areas and demobilization shall be supervised. PSBAIRPROP0629.DOG 1 of 3 i FROM : EE&G M I AM I -ASBESTOS FAX NO. : 305-374-1666 Jun. 26 2003 01: 39PM P: Ms. Stephanie Coffer June 27, 2003 Page 2 Task 3: Closeout Package An EE&G senior project manager will compose a "Letter of Completion" as necessary to facilitate completion of the project and a final report based on the data collected during removal of the ACM. The final report Will include: • A descriptive narrative of the abatement project. • Technician field notes. • Printed data sheets. • Photographic documentation. Contractor post -job submittals. The report will be reviewed, signed, and sealed by a Florida licensed Asbestos Consultant. The fee includes all administrative overhead costs for one original and four copies of the report. FEE ESTIMATE Presented below is EE&G's fee estimate for completion of the proposed work. All rates are based on the FY 2002-3 "State Negotiated Agreement Price Schedule" (SNAPS IV) provided as an Attachment A. Task 1: Bid Assistance/Meetlna June 1 D Project Professional (inoffice/travel/onsite) (e hrs 0 $68/hr)............................................. $544.00 Licensed Asbestos Consultant review (1 hour ® $95/hr)................................................... $ 95.00 Clerical/Admin (1 hour 0 $30/hour)..................................................................................... $ 30.00 Work Truck (350 miles RT x $0.50).................................................................................... $175.00 SubtotalTask 1...................................................................................................................$844.00 Task 2: Work in Progress Air Monitoring Env. Technician (max 12hrs/shift @$44/hr)................................................................... $528.00 Project Professional (in -office) (.75 hr @ $68/hr)................................................................. $51.00 PCM sample analysis (max. 7 samples ® $10/sample)...................................................... $70.00 Clerical/Data Entry (.5 hour ® $30/hour)............................................................................... $15.00 Hotel&Per Diem ® $50................................................................................................. Est. $135.00 Subtotal Task 2 per 12-hour shift....................................................................................$799.00 Subtotal Task 2 based on max 38 shifts.....................................................................$30,362.00 Add tech mobilization 8hrs RT 0 $44....................................................................... ...... $352.00 Work Truck (350 miles RT x $0.50)........................................................... ...................... 175.00 NTE $30,889.0o Task 3: Closeout Package Project Professional report prep (8 hours @ $68/hr).......................................................... $544.00 Licensed Asbestos Consultant review (2 hours@ $95/hr)................................................. $180.00 Clerical/Admin (1 hour ® $30/hour).................................................................................... $ 30.00 Other Direct Charges (copying, hg., otos, phone, fax, shipping, etc.)(5% of labor) .............. Inolyclad SubtotalTask 3...................................................................................................................$754,00 TOTAL PROJECT ESTIMATE for max 38 day scoe I ............. :....................`,....$32,487.00 FROM :EE&G MIAMI-ASBESTOS Ms. Stephanie Coffer June 27, 2003 Page 3 FAX NO. :305-374-1666 Jun. 26 2003 01:39PM F EE&G's total estimated fee for completion of the proposed work Is not to exceed $32,487.00 (based on max 38 days, Including two half/day mobilizations). This fee estimate is expected to be sufficient to accomplish the Statement of Services described; however, no guarantee is made or implied. MC88C shall only be billed for actual hours on -site, which may be up to 12 hours/day due to an aggressive schedule. There Is no extra charge for weekend or night shift work; EE&G shall coordinate its staffing to hopefully minimize overtime, but experienced technicians shall be staffed in lieu of lower paid, less experienced technicians. EE&G appreciates the opportunity to assist MC6BC. Please call me if you have any questions regarding this proposal. rylruly y9ws, Project Professio Certified Abatecrf EE&G RDG:rg/dc nt Designer PS13AIRPROP0027,D00 3 of 3